Administrator & Events Manager

Job Description

Job Description

Title: Administrator & Events Manager
Reports to: Chief Development Officer
Department: Development and External Relations
Location: 5350 Machado Road Culver City, CA 90230
FLSA Status: Non-Exempt TEMPORARY role
Program Hours: Monday to Friday 8:00 am to 5:00 pm on site
Supervisory Responsibility: NONE

Position Summary

The Administrator & Events Manager will provide temporary high-level administrative and event support to the Development Department, with a primary focus on donor relations, fundraising events, database management, and day-to-day departmental operations.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to the Development team
• Manage calendars, scheduling, and meeting coordination
• Prepare correspondence and reports
• Maintain organized electronic and physical files
• Track deadlines and ensure timely follow-up on projects

Donor & Database Management

• Enter and update donor information in CRM/database
• Process gifts and pledges accurately
• Generate donor reports, mailing lists
• Assist with donor stewardship and follow-up
• Maintain confidentiality of donor information
• Maintain working knowledge of Event and CRM platform

Event Planning & Management

Coordinate and execute fundraising and cultivation events, including:

• Board events
• Associate Board gatherings
• Donor receptions
• Community engagement events

Responsibilities include:

• Creating timelines and run-of-show documents
• Managing vendors, caterers, rentals, and entertainment
• Coordinating invitations, RSVPs, guest lists
• Managing auction logistics (if applicable)
• Overseeing event setup and breakdown
• Managing volunteer assignments and training
• Oversee marketing materials for events

Vendor & Logistics Coordination

• Serve as liaison with venues and vendors
• Receive and organize deliveries
• Track contracts, invoices, and payments
• Ensure event materials arrive on schedule

Event-Day Execution

• Oversee check-in and guest experience
• Troubleshoot issues in real time
• Coordinate staff and volunteers
• Ensure smooth flow of programming

Other Duties

· Comply with ECF’s Injury and Illness Prevention Program. Ensure safe use and operation of tools and/or equipment.

· Comply with ECF policies and procedures, including mandated reporting requirements.

· Observe regular, on-site work hours.

· Perform other duties as assigned.

Qualifications

Education/Licenses/Certifications: Bachelor’s Degree

Experience:

• 3–5+ years of administrative and/or event management experience
• Nonprofit fundraising experience preferred
• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Professional and polished demeanor with donors and stakeholders
• Strong attention to detail
• Ability to work under pressure and meet deadlines
• Proficiency in:
• Microsoft Office
• Google Workspace
• CRM/database systems
• Event platforms such as GiveSmart (preferred)

Knowledge/Abilities/Skills:

• Strong Organizational skills and attention to detail.
• Ability to manage time and work effectively to meet deadlines.
• Excellent oral and written communication skills.
• Ability to follow directions.
• Ability to multi-task and prioritize assignments.
• Ability to plan, organize and coordinate multiple projects.
• Ability to interact with all levels of the organization.
• Ability to deal appropriately with sensitive and confidential information.
• Computer literacy and proficiency in software applications including MS Office products: Word, Excel, Outlook, PowerPoint.

Requirements

• Driving is an essential function of this position. Valid California driver’s license, reliable transportation, evidence of car insurance, and insurable driving record. Motorcycles are not permitted while driving for ECF, may only be used when commuting to and from your home to main worksite.
• Driving Disclaimer - Employees driving for company business must maintain a clean record and operate vehicles safely and responsibly. Company vehicles will be monitored and activity recorded. Violations of the driving policy may result in disciplinary action, including suspension of driving privileges, reassignment, or termination.
• Provide evidence of a negative TB test initially and very three years thereafter

Desired Attributes

• Highly dependable
• Resourceful and solutions-oriented
• Calm under pressure
• Approachable and donor-friendly
• Able to anticipate needs before being asked
• Flexible to roll up your sleeves to get things done

Work Environment

• Work site is in a building shared with a school for students (grades K–12th) who have varying degrees of learning, behavioral, emotional, and developmental disabilities. Employee may encounter students who are in crisis, exhibiting emotional/psychological distress, or behaving in an aggressive manner. Environment may include frequent interruptions, loud noise, odors, varying indoor temperature, and drafts. Outdoor temperature and weather will vary. Occasionally required to travel to various sites within Los Angeles County.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.

• Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites.
• Ability to lift and carry materials weighing up to 10 pounds.
• Ability to read printed materials and a computer screen.
• Ability to communicate in person and over the telephone.